Student Attendance - Department for Education and Child ...

JUNE
2012
Data Management &
Information Systems
Fact Sheet STUDENT ATTENDANCE
Attendance is recognised as an important indicator of student well-being and engagement. Data relating to
attendance can be used over time to monitor and establish appropriate intervention as well as enabling the system to
provide benchmark information on student absences and profiles of attendance. The accuracy of EDSAS data is
critical for correct reporting of student attendance. The following information is provided to assist in management
of EDSAS data about student absences.
Useful EDSAS reports for schools
There are numerous reports available in EDSAS giving
comprehensive detail of absence records under
Reports, Student Reports, Absence Reports and then
either Absence Reports, Summary Reports or Subject
Class Absences. The following table contains details
of the major categories and report codes. Those
indicated in bold are considered important in
determining that absence codes are being used
appropriately and identifying data quality issues.
Report Title Report Codes
Absences for the Year by
Year Level
Stas_ya01
Assisted (Not School Card)
Student Absences
Stas_As01, Stas_As02
Stub_SA05, Stub_SA06,
ATSI Student Absences Stub_SA08, Stas_In09,
Stas_In12
Dates of Individual ATSI
Student Absences
Stub_AB02, StubDI07
Stub_AB01, StubDI01,
Dates of Individual Student StubDI03, StubDI04,
Absences StubDI05, StubDI06,
StubDI08, StubDI09,
StubDI10, StubDI11
Dates of Individual Student Stub_AA01, Stub_AA03,
Archived Absences Stub_AA04, Stub_AA05
Dates of Individual Student StAC_CA01,
Class Absences StAC_CA02,
StAC_CA03
Dates of Individual Student StAC_CA04,
Class Comments StAC_CA05
NESB Absences Stub_SA11, Stas_In18
School Card Student Stas_In10, Stub_SA09,
Absences Stas_SC01
Stub_SA01, Stub_SA02,
Student Absences Stub_SA03, Stub_SA04,
Stub_DA05
Student Absences Stas_In14, Stas_In15,
(Archived & Current) Stas_In16
Student Absences by Stas_In08, Stub_SA07,
Family
Stub_SA12
Student Absences by Roll
Class
StubDI02
Student Absences Totalled Stas_In01, Stas_In02,
by Reason Stas_In03, Stas_In07,
Stas_In17
Student Archived Stub_AA02, Stub_AA06,
Absences Stas_In04, Stas_In05,
Stas_In06, Stas_In13
Student Class Absences StAC_CA06
Student Consecutive
Absence
Stub_2
Special Absences Totalled Stas_In1A
Student Total Attendance Stas_At01
Summary of Archived
Student Absences
Stas_Su04
Summary of Student Stas_Su01, Stas_Su02,
Absences Stas_Su03
SWD Absences Stas_In11, Stub_SA10
Total Absence for Specific
Term (Current Year)
Stas_TA01
Note: Reports whose codes begin with “Stub” are
found under Reports, Student Reports, Absence
Reports, Absence Reports; reports whose codes begin
with “Stas” are found under Reports, Student Reports,
Absence Reports, Summary Reports; reports whose
codes begin with “StAC” are found under Reports,
Student Reports, Absence Reports, Subject Class
Absences.
Useful Replink Reports for schools
Customised statistical reports using EDSAS data can
also be run by using Replink. These reports are found
within Replink by clicking General Reports, Student
Absence Utilities, Statistical Reports on Student
Absence. The reports available are Average Absences
(Roll Class) by Year Level, Average Absences inc.
Late by Year Level, Attendance Rate (Student) by
Year Level, Frequency of Days Absent, Attendance by
Roll Class, Prepare Rollbook Attendance Statistics,
Absences Statistics by Week and Term, Weekly
Student Attendance by Roll class and Weekly
Attendance Statistics by Roll Class.
Data collected state-wide
Reasons for absence are currently recorded in EDSAS by
schools and transferred to Data Management as part of
the Term 3 census process, via the report Unit Record –
Term 1 & Term 2 Absentee Data (Census Report)
[ED_URAb03] in Term 3.
June 2012 Page 1 of 3

Absence Codes
The following table provides a list of absence
codes available in EDSAS.
Reason – Absent
Note: The following reason codes contribute to
counts of absence for departmental reporting.
Value Description
C Ill with certificate – Verified by a doctor’s letter,
doctor’s certificate, dentist’s appointment card or
some other health practitioner’s communication.
E Exemption – Approved exemption from school
attendance by either the principal (up to one
calendar month) or the Director, School and
Regional Operations, eg overseas travel or family
holiday. Schools are encouraged to follow
recommendations in the Administrative
Instructions and Guidelines which includes
discouraging the exemption of pregnant girls.
Exemption details should also be entered in
EDSAS in the Student Exemption Details screen
found in the Student Personal Part 2 screen in the
List under “6-Exemption details”.
F Family/social/cultural – Absence condoned by
parent/guardian as being for family, social or
cultural reason (not including family holiday –
refer to Exemption). A pattern of regular use of
this code may indicate the need for intervention.
I Ill without certificate – Absence covered by
notes, messages or phone calls from
parent/guardian stating a medical condition or
illness preventing the student’s attendance.
K Take home – Absence due to a student being sent
home for disciplinary reasons.
N Not approved – Absent without parent/guardian
approval.
S Suspension – Suspended externally from school to
an agreed place, usually home.
U Unexplained (default) – Student who is absent
without explanation by parent/guardian or school
or another authority (eg Families SA). This code is
used for students regardless of whether they are
under or over the age of compulsion.
See page 3 for more detailed guidelines on the
use of this code
X Exclusion – No program – Student who is over
the age of compulsion who has been excluded.
Z School following up – Students enrolled at your
school who have been absent without an
acceptable reason for at least 9 days, where your
school is actively following up (i.e. less than 10
school days between each contact) through regular
phone calls, home visits, SAC referral or other
strategies to re-engage the student in regular
attendance.
See page 3 for more detailed guidelines on the
use of this code.
Note: The following reason codes may be used to describe students not at school.
They do not contribute to counts of absence for normal departmental reporting.
Value Description
- Part-time study – Student who is undertaking a part-time load and therefore
is not in attendance all the time.
A SBNA (School based new apprenticeship) – For a student who is attending
formal training, work and/or on-job training relating to SBNA, or is absent for
other legitimate reasons related to SBNA.
Note: This code is NOT for use by Youth Compact students participating in
off-site YC training/courses
D Dispute – Where only part of the school is closed due to Industrial Action (eg.
high school is closed for Years 8-10 but open for Years 11-12), it is not
possible to enter a closure day in the EDSAS school calendar. In this
situation, students not required to attend should be entered as absent with the
reason code of “D”. Where the school is closed for industrial action for half a
day and the student does not attend for the other half of the day, normal
absence procedures and codes should be used.
G Off-site learning programs - Absences to attend off-site learning programs,
where the curriculum is offered by other providers, but where the student’s
enrolment is still managed by the school. Examples include: Year 7 student
attending high school for Year 7-8 transition visits; ICAN - FLO &
Exceptional Circumstances students; students attending the Youth Education
Centre and TAFE/RTO programmes. There is an expectation that student
attendance will be monitored by the off-site provider and any absences
communicated to the home school promptly for entering in EDSAS.
This does not include students in situations where absences are not recorded,
i.e. attending programs in other DECD schools and approved 'off-campus
enrolments'. It also does not cover students where other absence codes apply,
i.e. students in Work Placement or Structured Workplace Learning (W),
School based new apprenticeships (A), or approved medical programs (Q).
Note: This code is NOT for use by Youth Compact students participating in
off-site YC training/courses.
H Home study – Students authorised by the school or parent to study at home as
part of their ongoing assessment or in preparation for examinations. This does
not relate to students approved for Home- Schooling (see Status code H)
M Camps and excursions
P Alternative Program/exclusion – Absences to attend offsite learning
programs, where the school provides the program at an alternative venue. This
code is also used for students who have been excluded and are undertaking an
alternative program. Note that appropriate behaviour management details must
still be completed for students on exclusion.
When this absence code is being used, attendance will be noted at the host site
and any absences communicated to the home school promptly for entering in
EDSAS.
R Risk/Hazard – Recording student attendance on days posing risk/hazard to
student welfare/wellbeing. Only to be used where a school is closed or has
early dismissal resulting in a full or half day closure due to assessed high risk
to student welfare and wellbeing as approved by the Regional Director i.e.
extreme weather, power outages, quarantine etc. Where some students remain
in attendance it is not possible to enter a closure in the EDSAS calendar.
Students not required to attend should be entered as absent with a reason code
of “R”.
Q Approved Medical Program – A student with a diagnosed medical condition
requiring attendance at the following approved programs: Hospital Education
Service, Behaviour Intervention Service, Adolescent Services Enfield Campus,
or a medical enrolment at Open Access College. Each of the above programs
will monitor the student's absences and provide regular reports to the enrolling
school.
T School sport
V Youth Compact Enrolment (Off-site Training) – Absence code which
records a Youth Compact enrolment (SATAC or school-based) attendance at
off-site training programs delivered by a Registered Training Provider
(TAFESA or private RTO). Normal absence codes apply for recording of any
other non-attendance.
W Work experience / Structured Workplace Learning – For students enrolled
in schools attending Work Experience or Structured Workplace Learning
(SWL) that is not on the school site.
Note: This code is NOT for use by Youth Compact students participating in
off-site YC training/courses.
Y End of year – For students over the age of compulsion who are not in
attendance after examinations.
June 2012 Page 2 of 3

Use of Z Code
Please note that the following guidelines must be applied to the use of the Z code.
This code can only be used after 9 continuous days of unexplained absence for any student. The first 9 days are
to be marked U. The Z code to be used from the tenth day, if no contact with student or family has been
established (see Z Code flow chart below).
Active on-going following up by the school includes contacting the student and parent/caregiver as well as referral
to the Student Attendance Counsellor who will provide support to the school to re-engage the student.
The Z code is used for a maximum of 50 days. If the student has not re-engaged with a learning program after 50
days, record subsequent absences with a U code and a Status code of “R Not in Census” for census purpose.
NOTE: No student under the age of compulsion is to be made status “N – Not Active” or “L – Left” (if still
known to be in the school area) until they are over the age of compulsion.
Documentation must be provided to support the inclusion of these students in the school’s census, including
school and support personnel involved, dates of attempts and successful contacts with the student or his/her
family and the outcome of these. This is required for all students for whom Z code has been used and should be
readily available to the auditor during the audit process. It is recommended records be kept in the Absence Notes
section of EDSAS.
When a student’s whereabouts are unknown the “Whereabouts Unknown Process” is used.
Z Code Flow Chart
Student absence
recorded with a “U”
Alternative program
attendance “P” or “G” code.
Any Absences to be
recorded as “Z”.
9 days
No Contact made.
“U” for 20 days
Contact established:
“Z” from tenth day
Some re-engagement
(alternative program)
Other Relevant documents
For more information on relevant data items see
the current version of the Census Guidelines and
Data Dictionary, available from SSONet:
http://ssonet.sa.edu.au. Click on Administration,
Data Info Services, School Information, Data
Collections.
Other Relevant Contacts
For EDSAS or Replink queries, contact the
Customer Support Centre on 8204 1866
(Metropolitan callers) or 1300 363 227 (Country
callers).
“Z” code for maximum 50
days.
Whereabouts Unknown
Process
Negotiations ongoing
No re-engagement: continue
using “Z” code for 50 days.
Revert to “U” code and
normal process: For purpose
of census, record status as
“R – Not in Census”. Note:
Students under the age of
compulsion cannot have
status recorded as “N – Not
Active” or “L – Left” if still in
the school area.
Further clarification on the use of absence codes can
be obtained from Trish Hall: Policy Advisor, Child and
Student Wellbeing on 8226 1062 or
Trish.Hall@sa.gov.au
FOR FURTHER INFORMATION
Data Management & Information Systems
Department of Education and Child Development
Phone: 08 8226 3269
Fax: 08 8410 1671
http://in.decd.sa.gov.au
http://ssonet.sa.edu.au
June 2012 Page 3 of 3